Accounting Clerk

Job Description

Accounting Clerk – DJK Custom Homes

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Naperville, Illinois | Custom Homebuilding

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About DJK Custom Homes

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DJK Custom Homes is a family-owned custom homebuilder serving Naperville and the western suburbs of Chicago. The company has been building custom homes since 1988 and is known for quality craftsmanship, thoughtful design, high-performance construction, and a personalized client experience.

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Position Summary

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The Accounting Clerk provides hands-on accounting and administrative support for DJK Custom Homes’ homebuilding operations. This position supports accounts payable, project and property recordkeeping, credit card reconciliations, construction documentation, property acquisitions, mortgage and closing coordination, and other day-to-day financial and administrative functions.

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The ideal candidate is highly organized, detail-oriented, responsive, and comfortable working in a fast-paced custom homebuilding environment where accuracy, follow-through, communication, and ownership are essential. Previous experience working for a residential builder is strongly preferred, as is experience with Buildertrend and QuickBooks Online.

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Essential Duties & Responsibilities

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Accounts Payable & Invoice Management

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• Monitor and manage the invoices email inbox and perform daily sorting and organization of incoming invoices.

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• Review invoices against purchase orders (POs) for accuracy, completeness, and appropriate job/project allocation.

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• Move invoices that match the applicable PO into the Approved for Payment process.

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• Identify PO discrepancies and route invoices to the appropriate review process.

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• Develop and maintain a process for posting, monitoring, and recording invoices related to client-paid or client pass-through costs.

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• Maintain accurate supporting documentation for accounts payable and project-related expenditures.

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• Communicate with vendors and internal team members as needed to resolve invoice questions and discrepancies.

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Buildertrend & Project Accounting Support 

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• Maintain accurate project and financial information in Buildertrend and help ensure alignment between project and accounting records.

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• Support project setup, purchase orders, budgets, vendor/subcontractor information, billing, and job-cost documentation as assigned.

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• Review project information for completeness and accuracy and follow up on discrepancies.

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• Coordinate with project management, purchasing, accounting, and vendors to keep project financial information current.

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• Assist with construction-related documentation, payment processing, and project recordkeeping

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Project & Property Recordkeeping

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• Maintain organized electronic project and property records in Dropbox and other company systems.

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• Maintain documentation relating to customer deposits, plans and engineering, tax and interest statements, HOA statements, utility bills, and other project- and property-related records.

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• Ensure records are complete, organized, current, and readily accessible.

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• Maintain appropriate documentation to support financial transactions, property activities, and construction projects. 

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Real Estate & Property Administration

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• Assist with closing coordination for newly acquired properties.

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• Manage documentation and processing related to earnest money and transfer stamps.

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• Set up newly acquired properties in QuickBooks Online (QBO).

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• Coordinate the setup of insurance and utilities for newly acquired properties.

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• Support rental and property administration activities as assigned. 

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Credit Card Reconciliations

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• Maintain copies of receipts and supporting documentation for all company credit card transactions.

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• Reconcile credit card statements for all company credit card accounts on a monthly basis.

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• Research and resolve discrepancies and ensure transactions are properly supported and recorded

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Employee Benefits & Administrative Accounting Support

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• Coordinate administrative matters with benefit providers, including Blue Cross and Ascensus.

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• Notify the company’s accountants and designated internal personnel of employment status changes.

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• Process weekly IRA contributions, including the established Thursday contribution cycle.

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• Maintain accurate supporting documentation for benefit and contribution activities. 

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Construction Waivers & Payment Documentation

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• Manage and maintain waiver documentation.

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• Process waiver packets for cash transactions.

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• Review trade waivers for completeness and accuracy.

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• Prepare DJK waivers for signature in connection with bank payments.

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• Maintain organized records of executed waivers and supporting documentation. 

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Mortgage & Closing Coordination

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• Assist with mortgage documentation and related administrative requirements.

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• Coordinate signatures, notarization, and delivery of documents to title companies and lenders as needed. • Facilitate correspondence relating to client and internal mortgage matters.

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• Maintain organized records of mortgage and closing documentation.

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General Administrative & Team Support

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• Provide timely administrative and accounting support to the Controller, Accounting Manager, project management team, and company leadership.

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• Communicate clearly and professionally with vendors, subcontractors, lenders, title companies, accountants, and internal team members.

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• Take ownership of assigned tasks, identify issues early, and follow through to resolution.

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• Support special accounting and administrative projects as needed. 

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Qualifications

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Required

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• Strong attention to detail and accuracy.

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• Excellent organizational and follow-through skills.

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• Ability to manage multiple projects, deadlines, properties, and priorities without losing attention to detail.

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• Comfort working with invoices, purchase orders, financial records, and supporting documentation.

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• Strong written and verbal communication skills.

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• Professional, responsive, and service-oriented approach to working with internal and external partners.

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• Ability to work independently while collaborating effectively with a team.

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• Ability to handle confidential financial and employee information professionally. 

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Preferred

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• Previous experience working for a residential homebuilder, general contractor, or construction company.

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• Experience with Buildertrend.

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• Experience with QuickBooks Online.

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• Previous experience in construction accounting, real estate accounting, accounts payable, bookkeeping, or a related administrative role.

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• Experience with construction vendors, trade contractors, purchase orders, lien/trade waivers, job costing, project documentation, or construction payment processes.

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• Experience supporting residential construction projects from acquisition through closing

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Ideal Candidate

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The ideal candidate is organized, dependable, and proactive, with a strong sense of urgency and a willingness to take ownership. They are comfortable working in a detail-critical environment, communicate clearly and promptly, and understand that accurate accounting and project administration are essential to a successful homebuilding operation.

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Experience in a custom homebuilding environment is particularly valuable because this position works across accounting, project operations, vendors, property administration, and construction documentation. 

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Position Relationships

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This position works closely with the Controller, Accounting Manager, project management and purchasing teams, company leadership, vendors, trade contractors, lenders, title companies, accountants, benefit providers, and other internal and external partners.

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Disclaimer

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This job description describes the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Additional responsibilities may be assigned as business needs require.